The fleet manager as a key role in the company

Eine Fuhrparkleiterin wird durch digitale Tools im Flottenalltag unterstützt.

Fleet manager or fleet supervisor, as different as the job titles are, they all describe the central position in the company’s own fleet. The role is extremely varied and comes with different challenges. In this article, you can find out which activities are part of the tasks of a fleet manager and which requirements and qualifications are needed for this.

What is a fleet manager?

A fleet manager is responsible for the efficient organization and management of all vehicles in a company’s fleet. From cars, trucks and commercial vehicles to special vehicles – any type of vehicle can be part of a fleet. Even bicycles can be integrated. The fleet manager therefore coordinates a company’s mobility and ensures smooth processes in the fleet.

The tasks of a fleet manager

The tasks of a fleet manager are varied, as they include both minor day-to-day activities and lengthy and planning-intensive tasks. The most important tasks of a fleet manager include

  • Vehicle procurement: The fleet manager is responsible for the selection and procurement of vehicles for the fleet. It must take into account economic factors such as efficiency and costs, the requirements of the vehicle fleet, as well as other operational requirements such as possible sustainability goals.
  • Maintenance and repairs: Driver safety is a top priority. The fleet manager is therefore responsible for coordinating maintenance work, repairs and inspections. This is to ensure that the risk of accidents is minimized.
  • Cost control and optimization: Monitoring and controlling the total costs in the fleet, also known as the total cost of ownership, is another key task of a fleet manager. The fleet management regularly reviews operating costs, fuel costs, insurance and other expenses in order to make the fleet cost-efficient. This also includes comparing the actual kilometers driven with the contractually agreed mileage in leasing contracts. In this way, cost drivers can be identified and savings measures implemented.
  • Compliance with owner liability obligations: The fleet manager must regularly ensure that all drivers are in possession of a valid driver’s license. In addition, drivers must be regularly trained in the safe handling of vehicles and the correct behavior in the event of an accident. This includes the legally required UVV driver training.
  • Choice of insurance and leasing partners: There is a large selection of insurance offers. The fleet manager must compare the various providers and select the conditions that best meet the fleet’s requirements. They should ensure that all vehicles have adequate insurance cover. If leased vehicles are part of the fleet, he must also select the best leasing conditions for them.
  • Claims management: The handling of claims is also one of the tasks of a fleet manager. As a rule, quick action is required here so that operational processes are disrupted as little as possible and costs are not unnecessarily increased. To prevent accidents and damage, damage prevention is therefore also one of the important tasks of a fleet manager.
Im Falle eines Unfalls sollten Fahrer die Unfallstelle absichern und den Schaden protokollieren.
Die Abwicklung von Schäden ist ein echter Zeit- und Ressourcenfresser im Fuhrpark. Digitale Tools beschleunigen die Abläufe und erleichtern die Kommunikation mit Versicherungen.

The requirements to become a fleet manager

The requirements for the position of fleet manager are varied and require a range of skills, expertise and practical experience. These are the most important prerequisites and qualifications on the way to becoming a fleet manager:

  1. Professional qualifications

There is no standardized training for the position of fleet manager. As a rule, the position requires training in vehicle technology, logistics or business administration. A university degree, ideally with a focus on fleet management or a related field, is also a good prerequisite. For smaller fleets, commercial or technical training is often sufficient.

  1. Practical experience in fleet management

As a rule, fleet managers have already gained practical experience with vehicles. Prospective fleet managers often start their careers as fleet coordinators, dispatchers or vehicle administrators. This already provides relevant insights into the operational processes in the fleet.

  1. Technical understanding

In order to adapt to the constant changes and technological advances in the industry, fleet managers need a fundamental technical understanding. This enables them to use technologies such as telematics systems or a fleet management software solution for efficient fleet management.

  1. Communication and leadership skills

The role of fleet management also includes cooperation with various departments. These include, for example, the HR department, accounting, drivers, but also external suppliers and service providers. In order to manage the fleet professionally and ensure smooth operations, clear communication is required with all parties involved.

Trainings for fleet managers

The role of the fleet manager requires extensive knowledge of theoretical and practical processes in the fleet. Specific further and advanced training can therefore be of great benefit in order to be able to meet the daily challenges.

The DEKRA Academy, for example, offers qualifying training courses and seminars. These are aimed at obtaining the qualification of certified fleet manager. The training courses are practice-oriented and cover all aspects of the modern vehicle fleet, including the integration of sustainability concepts. By taking a holistic approach, participants can develop a comprehensive understanding of the tasks of a fleet manager, as well as the processes and requirements of fleet management.

Such training courses not only impart basic knowledge about efficient fleet management, but also enable participants to understand and apply the latest developments and technologies in fleet management. Regular further training thus contributes to being able to react appropriately to future challenges.

The position of fleet manager in the future

Advancing digitalization and technologization are also changing the work of fleet managers. They are faced with the challenge of integrating digital tools into conventional administrative processes in order to cope with increasing data volumes and increasingly complex tasks.

The topic sustainability is also becoming an increasing focus for fleet managers. Many companies want to make an active contribution to reducing their ecological footprint and demonstrate their commitment through resource-conserving behavior. This also has an impact on the company’s mobility, which is increasingly made up of more sustainable mobility options. More environmentally friendly concepts such as electromobility, car sharing, mobility budgets or the use of bicycles in the vehicle fleet offer an alternative to the classic company car model. This is because employees’ mobility needs are also changing and flexibility, individuality and sustainability are becoming increasingly important.

As a result, fleet managers are gradually becoming mobility managers who control the entire company mobility. They must not only meet the company’s objectives, but also the requirements of the employees.

Digital support for fleet managers

Fleet managers can be supported in their diverse activities by fleet software. This relieves fleet managers in their day-to-day work and helps to optimize processes. The software offers transparent support, especially for data acquisition. All relevant information such as mileage, driver qualifications, appointments or fuel consumption can be recorded and processed centrally. The processing of claims can also be digitized and thus accelerated using fleet software. Evaluations and reports at the touch of a button provide an insight into the key figures and cost drivers in the fleet.

Driving license checks and driver training can also be carried out using digital tools. This saves valuable time, which can instead be spent on the strategic management of the fleet.

Fleet management software Fleet+

Fleet+ fleet software

With our powerful fleet management software Fleet+, you can control your company’s fleet digitally, cost-effectively and transparently.

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